OPS Administrative Assistant I - 77909133

Ops Administrative Assistant I

Rate of pay : $16.83 an hour

Working hours : 8am-5pm, 1920 per fiscal year

Location : 3800 Commonwealth Blvd, Tallahassee, Florida, 32399

Region : Headquarters

Supervisor : John Godwin

Employment in this position is contingent upon a satisfactory criminal history record check.

Our organization : The FWC envisions a Florida where fish and wildlife are abundant and thriving in healthy and connected natural landscapes with vital working lands and waterways; where natural resources are valued and safely enjoyed by all; and wherein natural systems support vibrant human communities and a strong economy.

Our Mission : Managing fish and wildlife resources for their long-term well-being and the benefit of people.

This is the position of Administrative Assistant I in the Invasive Plant Management Section in the Division of Habitat and Species Conservation. This position provides significant administration and purchasing assistance to all program staff. It requires a high degree of judgement, business management skills and attention to detail.

The incumbent is expected to work as an effective member of the office management team and independently with limited supervision. The successful candidate will demonstrate knowledge, skill, and ability in performing duties related to customer service, purchasing, contracting and travel in accordance with State of Florida law, standards, policies, and procedures. The major responsibilities of the position include :

Acting as the primary telephone operator for the section and having excellent customer service skills

Conducting daily administrative tasks and processing various correspondence and incoming mail / packages

Maintaining division vehicle logs and submitting all Monthly Vehicle Reports using Laserfiche

Maintaining Tallahassee vehicles and being responsible for all preventive maintenance

Assisting staff with quote requests from vendors utilizing the FWC Purchasing Manual and State of Florida Purchasing Rules and Regulations

Purchasing supplies and equipment for office utilizing State of Florida P-Card

Preparing and maintaining spreadsheets and charts. Must have advanced skills in Excel

Reviewing and submitting invoices in MFMP in an accurate and timely manner

Assisting division staff with questions regarding State of Florida Travel and agency policies regarding travel. Submitting all Travel for program staff using Laserfiche

Working closely with Wildlife Viewing Section to fulfill the public's request for publications produced by the office

The ability to lift approximately 25 pounds

Assisting with mail outs from the warehouse, and general upkeep of inventory in storage room (cleanliness, receiving shipments, organizing) in support of our section's responsibilities and requirements for service to the public

Acting as the first contact for prospective agency volunteers, routing inquiries as appropriate to FWC staff

Assisting staff with questions regarding policies and procedures to ensure compliance with State Regulations, internal management policies and procedures regarding administrative paperwork, budgets, or clerical matters

Knowledge, Skills and Abilities :

Highly organized with an attention to detail

Knowledge of financial management practices

Knowledge of business functional areas such as purchasing, accounting, and budgeting

Ability to manage the business functions in a state agency

Highly productive, ability to determine work priorities, and ensure proper completion of work assignments

Ability to communicate effectively

Ability to establish and maintain effective working relationships with others

Ability to understand and apply applicable rules, regulations, policies and procedures relating to purchasing and budgeting

Ability to work independently

Ability to solve problems and make decisions

Excellent organizational skills, attention to detail and commitment to customer service. Proficient in oral and written communications, correct grammar, punctuation, and spelling. Able to identify math operations needed to complete tasks and correctly perform calculations. Proficient in work-related tasks using Microsoft Office Word, Outlook and Excel. Must be able to lift 25 lbs.

Preferences :

Strong Microsoft Excel Skills with the ability to create complex spreadsheets useful in analyzing data

Level of Education - minimum of High school diploma or AA degree preferred

In addition to submitting an electronic State of Florida employment application and completing the qualifying questions, please attach a resume and cover letter. This letter should at minimum explain your interest in the specific organization and position and identify your most relevant skills or experiences.

The State of Florida is an Equal Opportunity Employer / Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.